X4HR to ITSM
AFAS to Xurrent integration: employees, employers and onboarding requests from AFAS Profit in Xurrent (4me)
With an integration between AFAS Profit and Xurrent (formerly 4me), all employees from AFAS are people in Xurrent, with employer, organisational unit, cost centre and manager, and KoppelHet creates a request from your Xurrent template for every hire, transfer or departure. The choices HR records in AFAS, such as laptop or phone, are fields in the request, so the service desk team can start without asking around.
What the integration does
Organisations with HR in AFAS and a service desk in Xurrent have name, department and start date of new colleagues retyped from an HR email. Whether someone needs a laptop or only an account, the service desk then still has to ask, and leavers are still picked as requesters for months.
- HR completes the AFAS workflow for a new employee, including the choices for laptop, phone and access.
- AFAS reports the completed workflow; KoppelHet retrieves the employee with a dedicated connector that only contains the fields for Xurrent.
- Employer and organisational unit already exist as organisations in Xurrent; the employee is added as a person.
- Within the agreed lead time before the start date, KoppelHet creates the onboarding request, with the choices from AFAS as fields.
- A transfer results in a change request; an end date in an offboarding request one week ahead.
- After the end date the person is disabled and can no longer be selected as requester.
What to watch for with AFAS Profit and Xurrent (4me)
- Xurrent cannot store a person without an email address. In AFAS a new colleague's work email is often only filled in after IT has created the account. KoppelHet therefore stages the person once the work email is in AFAS, and flags it when that happens too close to the start date.
- AFAS reports a completed workflow immediately through a webhook. KoppelHet uses that moment for the onboarding request, so the request only appears once HR has actually approved the hire, not for a half-completed employee.
- AFAS has free fields on the employee. A Xurrent template can have its own form. KoppelHet fills that form with the choices from the free fields, such as laptop or phone, so the tasks in Xurrent can act on them.
- Each employer in AFAS becomes a business unit in Xurrent, with the organisational units below it. Reports on requests and costs in Xurrent can therefore be made per employer.
- Xurrent has a field on an organisation for the code from the financial system. Because AFAS also runs the accounts, KoppelHet puts the AFAS cost centre there, so charging for hardware uses the same code as the financial administration.
- In AFAS the manager is often linked to the organisational unit. Xurrent has a manager on the organisation and on the person. KoppelHet fills both, so approvals per person and per department reach the same manager.
- At the start people are often already in Xurrent, from an import or SCIM. An import that matches on email address only overwrites all fields of that person in Xurrent. KoppelHet therefore links existing people once by email address, checks the list with you and uses the employee number after that.
This integration is also part of joiner, mover, leaver.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Can we not use Xurrent's import function with an export from AFAS?
For people it can, but someone has to make the export and no requests are created. With the integration changes go through directly and the service desk sees a request with the choices from AFAS.
Which requests does the integration create?
By default an onboarding request four weeks before the start date, a change request on a transfer and an offboarding request one week before the end date. You choose template and team in Xurrent.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- AFAS is read with dedicated GetConnectors (employees with job lines and free fields, organisational units, employers, cost centres) under its own app connector, filtered on modification date, plus a webhook on the hire workflow. The classic token expires on 31 August 2027.
- Xurrent through the REST API with an OAuth token and the X-Xurrent-Account header. People through /people (primary_email required, employeeID, job_title, organization, manager, disabled, source and sourceID), organisations through /organizations (parent, business_unit, financialID, manager).
- Requests through POST /requests with requested_for, requested_by, subject, category, team and template, plus desired_completion_at and custom_fields for the template's UI extension. KoppelHet stores the request number per employee per event.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in Xurrent (4me) | Notes |
|---|---|---|
Medewerkernummer | employeeID en sourceID (source AFAS) | Fixed key |
Roepnaam + Voorvoegsel + Achternaam | name | |
E-mail werk | primary_email | Required; without a work email the person waits |
Functie | job_title | |
Werkgever | organization (business_unit) | |
Organisatorische eenheid | organization (parent is bovenliggende eenheid of werkgever) | |
Kostenplaats | financialID van de organisatie | |
Leidinggevende van de eenheid | manager van organization en van person | |
Datum uit dienst | disabled = true | |
Indiensttreding, overplaatsing of vertrek | Request met template, subject, category en team | |
Gesynchroniseerde persoon | requested_for | |
Begindatum of datum uit dienst | desired_completion_at | |
Vrije velden laptop, telefoon, toegang | custom_fields (UI-extensie van het sjabloon) |
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